Last Updated: January 2026


1. Introduction

Proelium Intelligence Ltd ("we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Software as a Service (SaaS) platform and related services (collectively, the "Services").

This policy is designed to comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.


Company Details:

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when using our Services:

  • Account Information: Name, Employee ID, Driver ID
  • Login Credentials: Username and encrypted password
  • Communications: Information you provide when contacting our support team or communicating with us
  • User Content: Data, files, documents, and other content you upload, create, or store using our Services

2.2 Information Automatically Collected

When you access our Services, we automatically collect:

  • Usage Data: Information about how you interact with our Services, including features used, time spent, and preferences
  • Device Information: Browser type and version, operating system, device identifiers
  • Log Data: Server logs, error reports, performance data, and timestamps

3. How We Use Your Information

We process your personal data for the following purposes:

3.1 Legal Basis: Contract Performance

  • Providing, operating, and maintaining our Services
  • Processing transactions and managing billing
  • Creating and managing your account
  • Providing customer support and responding to inquiries
  • Sending service-related communications and updates

3.2 Legal Basis: Legitimate Interests

  • Improving and optimizing our Services
  • Conducting analytics and research to enhance user experience
  • Detecting, preventing, and addressing security incidents and fraud
  • Monitoring and analyzing usage patterns and trends
  • Internal business operations and administration

3.3 Legal Basis: Consent

  • Sending marketing communications (where required by law)
  • Using cookies and similar technologies (see Section 8)
  • Processing special categories of data (where applicable)

3.4 Legal Basis: Legal Obligation

  • Complying with applicable laws and regulations
  • Responding to legal requests and preventing illegal activities
  • Maintaining records for tax and accounting purposes

4. Data Sharing and Disclosure

We may share your information with:

4.1 Service Providers

Third-party vendors who provide services on our behalf:

  • Cloud hosting and infrastructure providers
  • Customer support and communication tools
  • Analytics and monitoring services
  • Email delivery services

All service providers are bound by data processing agreements and must comply with UK GDPR requirements.

4.2 Business Transfers

In connection with any merger, sale, acquisition, or transfer of all or part of our business, your information may be transferred to the acquiring entity.


4.3 Legal Requirements

We may disclose information when required by law or to:

  • Comply with legal obligations, court orders, or regulatory requirements
  • Protect our rights, property, or safety, or that of our users
  • Investigate potential violations of our Terms of Service
  • Detect, prevent, or address fraud or security issues


4.4 With Your Consent

We may share information with third parties when you have provided explicit consent.


5. International Data Transfers

Our Services are hosted in the United Kingdom. If we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses approved by the UK Information Commissioner's Office
  • Adequacy decisions recognising equivalent data protection standards
  • Other legally compliant transfer mechanisms

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention Periods:

  • Account Data: Retained while your account is active and for up to 12 months after closure
  • Transaction Records: Retained for 7 years to comply with tax and accounting obligations
  • Marketing Data: Retained until you withdraw consent or for 3 years from last engagement
  • Log Data: Typically retained for 90 days unless required for security purposes

After the retention period expires, we securely delete or anonymize your personal data.


7. Your Data Protection Rights

Under UK GDPR, you have the following rights:

7.1 Right of Access

Request copies of your personal data

7.2 Right to Rectification

Request correction of inaccurate or incomplete data

7.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data in certain circumstances

7.4 Right to Restrict Processing

Request limitation of processing your personal data

7.5 Right to Data Portability

Receive your data in a structured, commonly used format

7.6 Right to Object

Object to processing based on legitimate interests or for direct marketing

7.7 Rights Related to Automated Decision-Making

Right not to be subject to solely automated decision-making, including profiling

7.8 Right to Withdraw Consent

Withdraw consent at any time where processing is based on consent

To exercise these rights, please contact us at [insert contact email]. We will respond to your request within one month, though this may be extended by two additional months for complex requests.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and penetration testing
  • Access controls and authentication mechanisms
  • Employee training on data protection
  • Incident response and breach notification procedures
  • Regular backups and disaster recovery planning

While we strive to protect your information, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but continuously work to enhance our security measures.

9. Children's Privacy

Our Services are not intended for individuals under 16 years of age. We do not knowingly collect personal data from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete that information.

10. Third-Party Links

Our Services may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies before providing any personal information.

11. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, Services, or legal requirements. We will notify you of material changes by:

  • Posting the updated policy with a new "Last Updated" date
  • Sending an email notification to your registered email address
  • Displaying a prominent notice within our Services

Your continued use of our Services after changes become effective constitutes acceptance of the revised policy.

12. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Proelium Intelligence Ltd Email: info@proeliumintelligence.com

13. Complaints

You have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) if you believe we have not handled your personal data appropriately:

Information Commissioner's Office Website: https://ico.org.uk/ Telephone: 0303 123 1113 Address: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Acknowledgment: By using our Services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.